AI Institute Director Assistant

About the Role
Position: AI Institute Director Assistant
Department:
Directors Department, Barcelona Supercomputing Center (BSC-CNS)
Employment:
Full-time, 35 hours per week, open-ended contract

Key Responsibilities

Manage the AI Institute Director’s agenda, correspondence, and travel, ensuring efficient scheduling and prioritization.

Prepare and organize meetings, including agendas, minutes, follow‑ups, and documentation for internal and international engagements.

Draft, review, and format presentations, reports, and institutional documents with accuracy and confidentiality.

Coordinate communication and workflow between the AI Institute, other BSC departments, and international partners.

Organize visits, events, and delegations, overseeing agendas, logistics, and visitor coordination.

Maintain organized digital and physical filing systems and support official documentation for research and administrative activities.

Anticipate administrative and operational needs, providing proactive support to optimize the Director’s efficiency and daily operations of the AI Institute.

Requirements

Education

Professional training in Executive Assistance, Administration, or equivalent.

A university degree in Business Administration, Communication, or related fields is valued.

Experience

Minimum of 3 years as an Executive Assistant, ideally supporting senior leadership in research, scientific, or technology environments.

Proven experience managing international agendas, travel, and correspondence for executives.

Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) or equivalent.

Familiarity with academic or research institutions and understanding of scientific terminology, especially in AI or HPC, is a strong advantage.

Experience coordinating institutional visits, conferences, or research‑related events.

Comfortable working in a multicultural, interdisciplinary, and fast‑paced environment.

Fluency in English (written and spoken), with strong knowledge of Spanish and Catalan.

Competencies

Exceptional organizational and time‑management skills.

Strong written and verbal communication abilities.

Proactive, flexible, and resourceful attitude.

Strong problem‑solving and prioritization skills.

Team‑player attitude, sociable, approachable, and service‑oriented.

Conditions

Location:

BSC Directors Department.

Benefits:
Private health insurance, restaurant tickets, extensive training plan, flexible working hours, relocation support.

Holidays: 22 days of holiday + 6 personal days + public holidays as per collective agreement.

Salary:
Competitive, commensurate with qualifications and experience, based on Barcelona cost of living.

Starting date: 01 September 2026.

Commitment to Equality, Diversity and Inclusion
BSC-CNS is an equal opportunity employer committed to diversity and inclusion. All qualified applicants will receive consideration regardless of race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, or any other protected reason. We value a broad range of perspectives and encourage applications from under‑represented groups.

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